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Privacy Policy

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Pilot Travel Centers LLC Privacy Notice

Effective Date: This Notice was last updated December 20, 2019.

This Privacy Notice explains how Pilot Travel Centers LLC, Pilot Corporation and its owned and/or operated subsidiaries and affiliates collectively referred to as (“PTC” or “us” or “we” or “our”) protect, collect, use, and share Personal Information (“PI”), obtained through our off-line outlets (including but not limited to, our travel centers and service centers) and our online outlets (including our Electronic Platform, defined as any software application, whether tablet, smartphone or other app (including its contents and services) (the “App”), online or mobile website, Wi-Fi-access, MyRewards® Program, or Prime Parking Program (including all of their respective content and services), the social media pages we control, and email messages that we may send from time to time or that you may send to us).  For the avoidance of doubt, this Privacy Notice applies to all your interactions as a consumer (guest or customer) with PTC, both on and off-line, whether you access our webpage, use our mobile application, interact with our Electronic Platform, participate in the Loyalty Program, or visit our travel centers, service centers, or other locations.

For purposes of this Privacy Notice, “Personal Information” is any information that identifies, relates to, describes, or is capable of being associated with, or could be reasonably linked to a consumer or household.  From time to time, PTC will review and update this Privacy Notice to reflect changes in our business practices and/or Personal Information collection practices. We reserve the right to amend this Privacy Notice at any time, for any reason by posting the updated Privacy Notice, along with the revision date, on the Electronic Platform. It is strongly recommended that you periodically check this page to ensure you are viewing the most current version of the Privacy Notice. Your continued interactions with us constitute a continuing acceptance of this Privacy Notice as it may be revised from time to time.  Any changes become effective when posted.

By submitting personal information to PTC, via any submission channel, you acknowledge and agree that you are 16 years of age or older and you accept and consent to the practices and uses described in this Privacy Notice. 

To enroll in our loyalty program you must be at least 18 years of age.

The provisions of this Privacy NOTICE do not establish contractual rights or obligations, in whole or in part, between Pilot Travel Centers LLC, iTS PARENT COMPANY, and any of its OWNED AND/OR OPERATED SUBSIDIARIES OR affiliates and you. 

You may request an accessible version of this Privacy Notice by contacting us via the methods identified in the “Contact Us” section of this Privacy Notice.

Information We Collect

In accordance with our business practices, we collect and retain the following categories of PI about you for the purposes disclosed in the “Why We Collect and How We Use Personal Information” and the “Notice of Financial Incentive” sections of this Privacy Notice.  The types of PI we have collected in the previous 12 months include, but are not limited to:

Identifiers and Categories of Personal Information described in California’s data breach notification law

Protected Classifications

Commercial Information

Internet or other electronic network activity information

Geolocation data

Audio, electronic, visual, thermal, olfactory, or similar information

How We Collect Personal Information

PTC utilizes various technical and non-technical sources to collect your PI.  Collection of your PI may occur in the following situations, without limitation:

In addition to collecting PI directly from you, we may also collect your PI from these categories of sources:

Why We Collect and How We Use Personal Information

PTC may collect and use your PI to fulfill the following specific business and commercial purposes including, but not limited to:

Sharing Personal Information With Third Parties (Disclosures for a Business Purpose)

PTC may share the categories of PI listed above with third parties to verify consumer information, process payments, perform other services to support our business operations, and to comply with any other laws or regulations.  We request that these third-party service providers implement commercially reasonable and appropriate safeguards and protections to prevent the unauthorized access, disclosure, and modification of your PI.  The categories of third parties with whom we share PI to provide services and help fulfill these obligations may include, but are not limited to:

PTC reserves the right to share any and all PI:

How Long Do We Store and Use Your Personal Information?

We will retain and use your personal information for as long as is necessary to fulfill the purposes for which it was collected, to comply with our business requirements and legal obligations, to resolve disputes, to protect our assets, to provide our services, and to enforce our agreements.

We are required by law to maintain records of consumer requests submitted under the California Consumer Privacy Act and how we responded to such requests for at least 24 months.  We only use information obtained from California Consumer Privacy Act requests for record keeping purposes.

Safeguarding Collected Information (Keeping Information Safe)

It is the goal of PTC to protect your privacy and safeguard your PI during all business and consumer transactions and interactions. 

To protect the PI collected or transmitted, PTC has physical, technical, and procedural safeguards in place.  These safeguards are based on industry best practices and standards, and the requirements of applicable legislation.

Please note, however, that while PTC attempts to safeguard your PI, no method of transmitting or storing electronic information is ever completely secure, and thus we make no warranty, express, implied, or otherwise, that your information will never be accessed, used, or released in a manner that is inconsistent with this Privacy Notice. IN NO EVENT SHALL WE BE LIABLE FOR ANY DAMAGES (WHETHER CONSEQUENTIAL, DIRECT, INCIDENTAL, INDIRECT, PUNITIVE, SPECIAL, OR OTHERWISE) ARISING OUT OF, OR IN ANY WAY CONNECTED WITH, A THIRD PARTY'S UNAUTHORIZED ACCESS TO YOUR INFORMATION, REGARDLESS OF WHETHER SUCH DAMAGES ARE BASED ON CONTRACT, STRICT LIABILITY, TORT, OR OTHER THEORIES OF LIABILITY, AND ALSO REGARDLESS OF WHETHER WE ARE GIVEN ACTUAL OR CONSTRUCTIVE NOTICE THAT DAMAGES WERE POSSIBLE, EXCEPT AS PROVIDED UNDER APPLICABLE LAWS.

We also use reasonable security measures when verifying a consumer privacy request and/or transmitting PI to a consumer in response to a consumer privacy request.

If a data breach compromises your PI, we will notify you and any applicable regulator when we are required to do so by applicable law.

Personal Information for Consumers Under 16

PTC does not willingly collect or sell the PI of consumers less than 16 years of age.  If we confirm that Personal Information has been collected from a consumer under the age of 16, we will delete these records in accordance with applicable laws.  If you believe that PTC has collected information of a consumer less than 16 years of age, please contact our Privacy Office at privacy@pilotflyingj.com.

Third Party Sites

This Privacy Policy is applicable only to the website on which it is posted, and it does not apply to any third-party websites. 

The website may contain links to, and media and other content from, third-party websites.  These links are to external websites and third parties with which we may have no relationship.  Because of the dynamic media capabilities of our website, it may not be clear to you which links are to our website and which are to external, third-party websites.  If you click on an embedded third-party link, you will be redirected away from our website to the external third-party website.  You can check the URL to confirm that you have left this website.

We cannot and do not (1) guarantee the adequacy of the privacy and security practices employed by or the content and media provided by any third parties or their websites, (2) control third parties’ independent collection or use or your PI, or (3) endorse any third-party information, products, services or websites that may be reached through embedded links on this website.

Any PI provided by you or automatically collected from you by a third party will be governed by that party’s privacy policy and terms of use.  If you are unsure whether a website is controlled, affiliated, or managed by us, you should review the Privacy Policy and practices applicable to each linked website.

Notice of Financial Incentive

PTC provides many special offers and discounts to loyalty members throughout the year. By providing your contact information and enrolling in our loyalty program, you join the many consumers who enjoy discounts and savings.  Consumers enrolling in the loyalty program initially provide the following category of PI: Personally Identifible Information.  The more engaged individuals are with the loyalty program, the more discounts and savings they will receive.  For more information about signing up for our Loyalty Program, you may visit a PTC location, our website, or download our mobile applicationConsumers have the right to withdraw from the financial incentive by deactivating or deleting their Loyalty account.  For more information, please contact our Privacy Office at privacy@pilotflyingj.com.

Do Not Track

Some web browsers have the ability that allows you to tell websites that you do not want to have your online activities tracked.  PTC does not currently support this feature, as PTC does not have the capability to recognize Do Not Track signals.

Email Opt Out

If you no longer wish to receive communications from us via email, you may opt-out by clicking the “unsubscribe” link available at the bottom of our email communications.

Cookies

A cookie is a small file created by a web server that can be stored on your device (if you allow) for use either during a particular browsing session (a “session cookie”) or a future session (a “persistent” cookie). Most browsers are initially set up to accept cookies. If you prefer, you can reset your browser either to notify you when you have received a cookie or to refuse to accept cookies. Certain areas of our websites and applications may not function properly if you set your browser not to accept cookies.  You may manage cookies via the “Ad Choices” link at www.pilotflyingj.com.

Rights and Choices About How We Use and Disclose Your Information

The remainder of this Policy becomes effective January 1, 2020

Understanding Your Individual Rights

PTC values our customers and wants them to understand their rights, regarding the PI that we have collected on them.  You have the right to: the disclosure of the PI we have collected about you, the deletion of the PI we have collected about you (restrictions apply), and opt-out of the sale of PI we have collected about you.

If a request is submitted in a manner that is not one of the designated methods for submission, or if the request is deficient in some manner unrelated to our verification process, we will provide you with specific directions on how to submit the request or remedy any deficiencies with the request, as applicable.

If requests from a consumer are manifestly unfounded or excessive, in particular because of their repetitive character, we may either (1) charge a reasonable fee, or (2) refuse to act on the request and notify the consumer of the reason for refusing the request.  If we charge a fee, the amount will be based upon the administrative costs of providing the information or communication or taking the action requested.

PTC will not discriminate against consumers for exercising any of the rights described herein. This includes denying goods or services, charging different prices, or providing a different level or quality of service. However, PTC can offer consumer’s different rates (or service) if that difference is reasonably related to the value of the consumer’s data.

Access Rights - Requests to Know

The Right to Access Personal Information Collected, Disclosed, or Sold

You have the right to request that PTC disclose the PI we collected about you.  Upon the receipt of a verified request, we will provide the most recent 12 months of the following:

Please note that there may be instances where access to your PI may be restricted by law.  If we are unable to verify your identity, we may request additional information for the express purpose of validating your identity.  If we are prohibited from fulfilling your request for the disclosure of all or some of your PI, we will advise you of the specific reasons for restricting access, barring any legal or regulatory limitations.

We are not permitted to provide specific pieces of PI if the disclosure creates a substantial, articulable, and unreasonable risk to (1) the security of that PI, (2) the consumer’s account with us, or (3) the security of our systems or networks.  We are prohibited from disclosing Social Security numbers, driver’s license numbers, other government-issued identification numbers, financial account numbers, health insurance numbers, medical identification numbers, account passwords, and security questions and answers.

Instructions for Submitting Access Requests

PTC provides three options to submit Access Requests.  Individuals may submit their Access Request by:

Process to Verify Access Requests

To verify the identity of the individual who has made an Access request, PTC will require individuals to submit additional information.  PTC may ask individuals to provide: first name, last name, date of birth, address, phone number, and email address.  After this is entered, individuals will be required to submit the following two items:  1. State Issued ID or Federal Issued ID AND 2. Proof of Residential Address; including but not limited to: deed, mortgage, utility bill, or homeowner’s insurance.  Once this request has been verified, the Privacy Office will begin to process your request.


Do Not Sell My Personal Information

Right to Opt-Out of the Sale of Personal Information

You have the right to opt-out of the sale of the PI that PTC has collected on you.  As used within the context of this Privacy Notice, “Sell” refers to the act of selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, the PI we have collected during the normal course of business, to another business or a third party for monetary or valuable consideration. You are not required to create an account or enroll in any of our loyalty programs in order to exercise your rights under this provision. 

If you choose to exercise this right, PTC will refrain from selling your PI for a period of one year.  After this period, we may contact you to obtain your consent to sell your PI.

We do not sell the PI of minors under 16 years of age without affirmative authorization where required by law.  For more information, please view the Personal Information Collection for Consumers Under 16 section in this Privacy Policy.

Instructions for Submitting Do Not Sell Requests

PTC provides three options to submit Do Not Sell Requests.  Individuals may submit their Do Not Sell Requests by:

Upon receiving a request to opt-out, we will act upon it as soon as feasibly possible and in accordance with any applicable law.  We will notify all third parties to whom we have sold your PI, as required by law. We will notify you when this has been completed.

If we have a good-faith, reasonable, and documented belief that a request to opt-out is fraudulent, we may deny the request.  In this scenario, we will inform the requesting party that we will not comply with the request and provide an explanation of why we believe the request is fraudulent.

Opting-In After Opting-Out of the Sale of Personal Information

If you have previously opted-out of the sale of your PI and would like to opt-in, you can do the following:

We use a two-step opt-in process through which you must first clearly request to opt-in and then second separately confirm your choice to opt-in.

Authorized Agents

You may designate an Authorized Agent to make requests on your behalf.   Under the California Consumer Privacy Act, an Authorized Agent is defined as “a natural person or a business entity registered with the Secretary of State that a consumer has authorized to act on their behalf”.  If you use an Authorized Agent to submit an Access request or a Deletion request, we may require you to: (1) provide the Authorized Agent with notarized written permission to do so; and (2) verify your identity directly with us.  However, we will not require these actions if you have provided the Authorized Agent with a legal power of attorney.  We may deny a request from an Authorized Agent that does not submit proof that they have been authorized by the consumer to act on their behalf.

If acting as an Authorized Agent on behalf of a consumer, please contact our Privacy Office at privacy@pilotflyingj.com


 

Notice to California Residents – Deletion Requests

As a resident of California, in addition to the individual rights mentioned in this Privacy Notice, you also have the right to request the deletion of your Personal Information.

The Right to the Deletion of Personal Information

You have the right to request that PTC delete any of your PI that we collected from you and retained, subject to certain exceptions.  We respect your right to request the deletion of your PI and would like to inform you of what happens if we are able to honor your request.  If you choose to delete your PI, this will result in us deleting your PI from the associated loyalty account.  As a result of the deletion of your PI, you will:

  1. Forfeit your points and forfeit the ability to earn new points;
  2. Forfeit your credits and the ability to earn new credits, including, but not limited to: parking, showers, Wi-Fi, and coffee;
  3. Forfeit the ability to log in to the Pilot Flying J mobile app and all associated non-guest mode features (i.e., mobile fueling, mobile shower reservations, myOffers program - including saving and redeeming offers);
  4. Forfeit the ability to log into PTC WiFi;
  5. Forfeit the ability to reserve a parking space online;
  6. Forfeit the ability to get a receipt at the kiosk after 24 hours or at a different store;
  7. Forfeit the ability to reserve a shower at the kiosk or in the Pilot Flying J mobile app;
  8. Forfeit the ability to access the loyalty portal and perform functions within the loyalty portal, including, but not limited to: saving offers and checking point balances;
  9. Forfeit the ability to reserve or print a slip for a Prime Parking space at the kiosk;
  10. Forfeit the right to participate in some loyalty-based sweepstakes; and
  11. Forfeit all rewards, perks and discounts tied to loyalty, including, but not limited to loyalty-based fuel discounts.

After a request is completed, it is your responsibility to remove the Pilot Flying J Application from your devices, as information may still be gathered by Pilot Travel Centers LLC if it remains installed.

We may deny your deletion request if retaining the information is necessary for us or our service provider(s) to:

Instructions for Submitting Deletion Requests

PTC provides three options to submit Deletion Requests.  Individuals may submit their Deletion Request by:

Process to Verify Deletion Requests

To verify the identity of the individual who has made  Deletion request, PTC will require individuals to submit additional information.  PTC will ask individuals to provide: first name, last name, address, phone number, loyalty number, and email address. After this is entered, individuals will be required to submit the following two items:  1. State Issued ID or Federal Issued ID AND 2. Proof of Residential Address; including but not limited to: deed, mortgage, utility bill, or homeowner’s insurance.  Once this request has been verified, the Privacy Office will begin to process your request.

Denial of Deletion Requests

If we deny your request, we will (1) inform you that we will not comply with the request and describe the basis for the denial, including any applicable statutory and regulatory exceptions; (2) delete the PI that is not subject to the exception; and (3) not use the PI retained for any other purpose than provided for by the applicable exception(s).

Authorized Agents

You may designate an Authorized Agent to make requests on your behalf.   Under the California Consumer Privacy Act, an Authorized Agent is defined as “a natural person or a business entity registered with the Secretary of State that a consumer has authorized to act on their behalf”.  If you use an Authorized Agent to submit an Access request or a Deletion request, we may require you to: (1) provide the Authorized Agent with notarized written permission to do so; and (2) verify your identity directly with us.  However, we will not require these actions if you have provided the Authorized Agent with a legal power of attorney.  We may deny a request from an Authorized Agent that does not submit proof that they have been authorized by the consumer to act on their behalf.

If acting as an Authorized Agent on behalf of a consumer, please contact our Privacy Office at privacy@pilotflyingj.com

Contact Us for More Information

If you have questions or concerns about our Privacy Policy and privacy practices, please contact our Privacy Office at privacy@pilotflyingj.com or via telephone at 1-888-496-7108.

 

 

 

 

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